Payment Management

Payments in MediRecords provide a clear and flexible way to manage how invoices are settled. Whether you are processing a single payment, receipting multiple outstanding invoices, or managing a patient’s payment plan, the system ensures every transaction is tracked accurately. Payments can be created directly from a patient record, allocated against invoices, and reprinted or searched when needed. This makes it easier for practices to maintain transparency and reduce errors in financial workflows.

In addition to handling standard payments, MediRecords also supports more advanced features like payment plans and multi-payer receipting. These tools help practices accommodate patients who may need to pay over time or manage multiple invoices across different providers or payors. Combined with functions like Quick Pay and Payment filtering, MediRecords gives practices full visibility of financial activity while providing patients with confidence that their accounts are being managed correctly.

Contents:

1. Viewing an Existing Payment
2. Creating a Payment
3. Receipting Outstanding Invoices by Payor
4. Payment Plan Management
5. Attaching a Payment using Quick Pay & Claiming
6. Reprinting a Payment
7. Searching for Payments
8. Filtering Payments

Viewing an Existing Payment

1. From within the patient's record, click Accounts
2. Make sure you are in the "Payments" section
3. Click the Tick-box next to the name of the payment
   
    
4. Click on the payment number to open the payment
   
    
5. Click the X in the right-hand corner to close the payment

NOTE: The ‘Type’ column in the patient’s Payment grid shows the actual payment methods used. This makes payment records clearer and easier to understand so users can quickly identify how payments were made.

• If multiple methods were used, they will appear separated by commas.

• If the text is too long, hovering over it will show the full list in a tooltip.

Creating a Payment

1. From within the patient's record, click Accounts
2. Make sure you are in the "Payments" section
3. Click New Payment
4. Select the Payment Type
5. Type in the Amount that is being paid
6. Click the Tick-box next to the name of the related invoice that is being paid
7. Click Allocate to allocate the payment to the selected invoice
8. Click Payment to process the payment

*NOTE: Payments can only be made against an open invoice with the status of "Unpaid". Invoices that are "On Hold" must be taken off hold and moved to "Unpaid" before payment can be made against that invoice.

Receipting Outstanding Invoices by Payor

In MediRecords, you are able to receipt outstanding invoices by the payor indicated in the bill to section of your invoice. 

The multipayor function can be accessed from the Sales screen by selecting Accounts followed by Sales. 

 

Note: The sales screen provides an overview of all outstanding invoices, for more information can be found here. 

 

To receive a payment, select Receive Payment then click New Multiple Payment to open a blank payment form. 

 

 

You will be presented with a blank New Multiple Payment form. First enter your Payor by typing in the predictive search bar. After entering the first 3 letter a list will generate of all possible contacts, service providers, patients and users.  

 

 

Note: The Payor field searches Health Professional Contacts, Service Provider Contacts, Patients and Users. Patient will display as Last, First Name, while Health Professional Contacts, Service Provider Contacts and Users will display as First Last Name. 

 

Once you have entered the payor, a list of all outstanding invoices billed to the payor will populate. 

 

 

Enter the total amount you would like to receipt for this payor in the Amount field.

 

Select the Type and details of the payment and enter the Amount of that payment type. To add multiple payments, click the + Icon to the left of the Type column.

 

From the Allocations Grid, select individuals invoice and items to be receipted by selecting the check box on the item line. Then select Allocate  

 

 

Note: Using the filter on the right hand side, you are able to search by Provider, Invoice Number, and Patient Name. 

 

The invoices to be receipted have now moved to the second allocation grid. You can continue to search through outstanding invoices to be allocated, or finalise the payment for these invoices. 

 

 

By default, the Pay Now totals appears with the full amount to be paid. To complete receipting these invoice adjust the Pay Now columns totals to match the amount you would like to receipt for each item.

 

 

You will be presented with a statement of all outstanding invoices to be receipted. 

Select Process. 
 

 

If the payment has been successfully processed the patient will appear with a check mark next to the patient name. 

 

 

Select Print to payment summary of invoices receipted. 

 

Payment Plan Management

 

Create an invoice for the service and print

 

1. Open a patient record and navigate to Accounts > Invoices > New Invoice then select New In-Patient Invoice. 

 

 

2. Complete the necessary details in the New In-Patient Invoice form. In this example, we are creating an In-Patient Invoice and billing to the Patient. Click Print if the patient requests a copy of the invoice.

Insert payment or partial payment against the invoice

1. Navigate to Accounts > Payments > New Payment. 

 

2. Complete the necessary details in the New Payment form.

a) Enter the amount the patient is paying 

b) Enter the mode of payment

c) Enter the amount the patient is paying

d) Select the invoice you are inserting the payment against

e) Click Allocate

f) Click Payment

 

*Another tab will open showing the invoice payment in a PDF file.
 

3. Keep track of how much is outstanding by viewing the Owing column of the Invoice, and review payment history by expanding the invoice details with the drop down arrow.

 

To create the Final Payment, open the invoice then click Quick Pay or More Pay. 

 

Ensure that the Online Patient Claiming tick box is ticked and click on Pay and Claim. 

 

4. The invoice is now ready to claim from Accounts > Claiming > Unclaimed. 

*NOTE: This process applies to all claiming scenarios such as:

• New Invoice > Bill to Patient > Patient Claim
• New Inpatient Invoice > Bill to Health Fund > IMC Claim
• New Inpatient Invoice > Bill to Patient > IMC Patient Claim

Attaching a Payment using Quick Pay & Claiming

1. From within the patient's record, click Accounts
2. Make sure you are in the "Invoices" section  
3. Click the Tick-box next to the name of the existing invoice you wish to process
4. Click Edit to open the invoice
   
    
5. Click Quick Pay
6. Click Pay and Claim
   
    
7. Your invoice has now been processed and a receipt or printable invoice will open in a new tab.

Reprinting a Payment

1. From within the patient's record, click Accounts
2. Make sure you are in the "Payments" section
3. Click the Tick-box next to the name of the payment
4. Click Print to open a print preview
5. Check to make sure the page is going to the right printer Destination
6. Click Print
7. The payment has now been reprinted

Searching for Payments

1. From within the patient's record, click Accounts
2. Make sure you are in the "Payments" section
3. Click the Search box
4. Type in a Keyword from the Invoice Payment Type, Payer or Location
5. Press Enter and the system will display a list of the closest matches
6. The search is now complete

Filtering Payments

1. From within the patients record, click Accounts
2. Make sure you are in the "Payments" section
3. Click Filter to reveal a drop-down list
4. The Payments list can be filtered by Location and Created Date
5. You can chose to select both location and desired created date range
6. Click to select your Filter(s)
   
    
7. The list of payments has now been filtered